01-28-2019 Council Packet - Laserfiche WebLink

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200631v1 A. Deadline. Proposals must be received by the City no later than 1:00 p.m. on February 15th , 2019. Quotes may be sent by mail or Email. Title email with “Orono Water Meter Replacement Proposal”. Proposals arriving after the specified time shall not be accepted. B. Format for Submittal. Proposals must be structured, presented and labeled in the following manner: 1) Cover Letter  Proposer’s legal name and corporate structure  Proposer’s primary contact, including name, address, phone and email  Identification of use of subcontractors and Scope of Work to be performed by subcontractors  Identification of any pending litigation against Proposer  Disclosure of any bankruptcy or insolvency proceedings in last ten (10) years  Statement of the Proposer’s credentials to deliver the services sought under this RFP  Statement indicating the proposal remains valid for at least 120 days  Statement that the Proposer or any individual who will perform work for the Proposer is free of any conflict of interest  Signature of the company officer empowered to bind the proposer to the provisions of this RFP and any contract awarded pursuant to it 2) Table of Contents 3) Section 1 – Executive Summary 4) Section 2 – Corporate Overview and Qualifications. Describe the qualifications and experience of the vendor in the last thirty-six (36) months in performing services in similar size and scope. Particular emphasis will be placed on vendors that have provided similar services in municipalities. Identify the project manager and each individual who will work on this project. Provide references for similarly successful projects from three government agencies, including the name of the agency, contact name, telephone, fax and email address. Reference listings should also include any relevant project numbers and contract prices. 5) Section 3 – Meter and Register Requirements. The City has developed a table of water service Meters that are to be replaced. Provide specification sheets for the meters proposed. 6) Section 4 – Readers and Software The City is planning the replacement of all customer water service Meters with Meters equipped to communicate with an AMR system that will enable it to obtain, at minimum, timely, accurate, and automated meter readings along with other ancillary information as the new technology allows and as benefits justify costs. It is the Proposer’s responsibility to propose in detail any components, ancillary services, etc., not addressed in this RFP, that are required to ensure that the City obtains a complete and fully functional system. The City desires a flexible read system in which it may employ drive- by AMR for monthly readings for billing and as needed walk-by AMR readings for detailed data collection. 7) Section 5 – Project Methodology. Proposals must indicate the technical approach used and a clear understanding of the scope of the work, including a detailed project plan for this project outlying major tasks and responsibilities, time frames, and staff assigned for each category of the scope of work identified above. Proposals shall clearl y distinguish the vendor’s duties and responsibilities and those of the City. Absence of this distinction shall mean the vendor is assuming full responsibility of all tasks. Describe the process of City staff adding additional meters to the system as new subdivisions are constructed. 8) Section 6 - Cost Proposal. The City seeks a clear and comprehensive understanding of all capital and recurring costs associated with the proposed system, including implementation and ongoing maintenance of the proposed system. In this section, the Proposer must itemize all costs associated with the implementation and on-going maintenance, as shown on the pricing spreadsheet included as a part of this RFP release. The City will evaluate proposals based on the “Total Cost to Implement (TCI)” and the “Total Cost to Operate (TCO)”. TCI will include all costs required for a successful implementation. TCO will include all costs required to operate the complete system over a period of 20 years. Provide a proposed fee schedule for the system installation. Such as hardware, software, meter reading equipment, and other appurtenance to facilitate automated meter reading. Provide a proposed fee schedule and replacement timeline for the meter exchange program. Please discuss the rationale for this proposed schedule. (Appendix A). 9) Appendices. Provide and relevant equipment or software data sheets. C. Response Evaluation The following criteria and their identified weight will be used by City of Orono to evaluate the responses: